Accounting Specialist

Description:
About Us:
Active Security designs, develops, implements, and sustains advanced C5ISR and security solutions to enhance defense and mission capabilities, addressing threats across physical, electronic, cyber, and communications security for Mission Critical Commercial and U.S. Government clients. Our teams are essential in installing, programming, maintaining, and repairing these complex systems in high-security environments, ensuring compliance with codes, client specifications, and internal standards.

Job Summary:
The Accounting Specialist directly contributes to the financial management of daily business operations, including purchasing, billing, reconciling, time & expense entry verification, and accounting of project P&Ls in support of Active Security’s programs and business activities. This position relies on verifying and accurately entering & coding invoices in accordance with receipt of goods from vendors and ensuring on time payment of approved accounts payable. Similarly, the Accounting Specialist works to ensure accounts receivable are maintained, assists with collections efforts, and assists the finance team to ensure cash flow management KPIs are achieved. The Accounting Specialist contributes to accurate intake and onboarding of new suppliers, customers, and contracts in the company software database(s).

The Accounting Specialist reports directly to the Finance Department lead and works directly with project/program managers, purchasers and other members of the finance team to ensure proper contract set-up of assigned projects in Active Securitys accounting system(s) to enable strategic purchasing and billing milestones that support cash-flow and profitability objectives. This position has accountability for the quality and accuracy of job costing activities for assigned projects.

The Accounting Specialist ensures accurate financial entries across all company software, and is responsible for the accuracy of Accounts Receivable, Accounts Payable, expense coding, and regular financial reconciliation.

KPIs :
All job costing activities for assigned projects are thoroughly completed, on time, accurately, and in accordance with regulatory compliance procedures.
Time & Expense for both direct and indirect costs
Per Diem & M&IE accuracy and compliance
Corporate Credit Card reconciliation with expense reporting
Accounts Payable / Materials Purchases
Vendors and service providers on assigned projects/operations receive 100% on-time remittance of approved accounts payable

Requirements:

Responsibilities :
Receiving, verifying, and entering invoices from vendors into accounting system (PROCAS)
Assist Project Teams prepare / review / approve invoices inside operating system(s) ConnectWise, PROCAS, Smartsheet
Primary for updating Accounts Receivable on assigned projects and accounts, provide assistance for collection activities
Assist Purchasing Team prepare / review / approve purchase orders from quotes or purchase requisitions inside operating system(s) ConnectWise, PROCAS, Smartsheet
Set up vendors and customers inside company database(s) and establish credit terms and other company finance information
Manage company credit cards and travel systems reconciliation
Provide assistance during bank reconciliations monthly/quarterly closings
Provide administrative assistance to company officers and department leads as necessary
Assist with facilities management duties and cost accounting of said duties
Assist the HR & Payroll Manager as necessary
Assist Program Managers with project and agreement billing
Perform data entry and quality control of data entry as related to accounting and logistics within company systems.
Qualifications :
Education & Skills : High school diploma or equivalent required; Associate’s degree in Accounting, Finance, Business Administration, or related field preferred. Proficiency in Microsoft Office, particularly Excel, and experience with accounting or ERP software. Ability to work independently and collaboratively in a team environment while managing multiple priorities and meeting deadlines.
Experience : Minimum 3–5 years of accounting, bookkeeping, accounts payable, accounts receivable, payroll, or general accounting experience. Experience with account reconciliations, financial recordkeeping, and month-end processes preferred.
Technical Expertise : Strong understanding of accounting principles and financial processes. Ability to accurately process financial transactions, maintain records, reconcile accounts, and identify discrepancies.
Professional Development : Commitment to ongoing learning and development related to accounting practices, financial regulations, and accounting software applications.
Availability : Ability to work standard business hours with flexibility to support critical accounting deadlines, month-end close activities, audits, and other business needs as required.
Physical Demands & Work Environment :
The role requires a high level of professionalism, accuracy, organizational skills, and attention to detail. Work is primarily performed in an office environment and involves extended periods of sitting, computer use, and data entry. The position may occasionally require lifting or moving office materials weighing up to 20 pounds. Employees must be able to effectively manage multiple tasks while maintaining accuracy and confidentiality of financial information.

General Requirements for All Levels :
Communication: Strong oral and written skills to interact with peers, supervisors, and clients.
Analytical Skills: Detail-oriented, capable of diagnosing and solving problems.
Screening Requirements: Candidates must pass a background check, have a valid driver’s license, and be eligible for U.S. Government Security Clearance.

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